BILLING. State of Vermont Department of Finance & Management As of 08/01/2008

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1 BILLING Manual walks you through adding and Maintaining Customers, entering and maintaining Standard Bill, Recurring Bill Templates, Charge Codes, Reviewing, Errors, Reports, and Generate Invoices processes. State of Vermont Department of Finance & Management As of 08/01/2008

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3 Table of Contents Table of Contents... 2 Introduction to Billing... 4 BILLING BUSINESS PROCESS, REMINDERS, HINTS... 5 BILLING FLOWCHART... 7 AVAILABLE STATUSES OF A BILL... 8 CUSTOMER PAGES AND DESCRIPTIONS... 9 General Info page... 9 Bill To Options page Address Miscellaneous General Info SCREEN SHOTS AND DESCRIPTIONS FOR MANUAL BILLS PAGES THAT ARE USED BY SOV Header Info Line Info Accounting Rev Distribution ENTER A NEW CUSTOMER MAINTAIN/UPDATE CUSTOMER NAME AND/OR ADDRESS ENTER A NEW CHARGE CODE MAINTAIN A CHARGE CODE ENTERING MANUAL BILLS ENTER RECURRING BILL TEMPLATE/BILL SCHEDULE (DEPARTMENT OF CORRECTIONS ONLY) RECURRING BILL PROCESS GENERATE INVOICE PROCESSES First Step - Finalize and Print Invoices CREATE ACCOUNTING ENTRIES Second Step Create Accounting Entries FINALIZE AND PRINT (TO CREATE EXTRACT FILE) Third step Finalize and Print Extract file PRINTING INVOICES Fourth Step After Extract File is created LOAD INVOICES TO ACCOUNTS RECEIVABLE Fifth Step Creates an External Pending Group to load in AR ADJUST ENTIRE BILL Credit Entire Bill Credit an Entire Bill and Rebill Adjust Entire bill page is displayed with a credit invoice and Rebill invoice ADJUST SELECTED BILL LINES Create net Adjustment Only Create Reversal and Rebill Credit line

4 SEARCH RESULTS JOB AID REVIEW BILLING INFORMATION REVIEW BILLING INFORMATION REVIEW RECURRING BILL SCHEDULE CORRECTIONS ONLY REVIEW AR PENDING ITEM REVIEW ENTRIES BY INVOICE REVIEW ADJUSTMENT HISTORY REPORTS REPRINT CRYSTAL INVOICES Receivable Processing Manual

5 Introduction to Billing Overview of VISION Financial System Purchasing User entered data Asset -Contracts -Purchase Orders -Requisitions Expense Accounts Payable -Vouchers -Payments Expense Asset B ud ge t C he ck Budget Check General Ledger -Journal Entries Commitment Control Appropriation Budget Ledger Organization Budget Ledger Actuals Ledger Accrual/ Adjust Ledger Revenue Budget Check B ud ge t C he Revenue Accounts Receivable -Deposits -Pending Items Revenue Billing -Invoices Data from other systems -HCM Reports -CAFR -etc Checks & other types of payments Asset Management -Assets Expense Inventory -Items put-away -Items issued Revenue Invoices & Statements to customers Contracts & Purchase Orders to vendors Billing is the process of charging a customer (invoicing) for goods and/or services provided. The Billing module enables you to enter bills online or to import billing activity from external billing sources such as an Interface. In the Billing module, bills become invoiced, accounting entries are created, and invoices are printed. Once invoices are generated and printed, they are loaded to Accounts Receivable as a pending group where they post to the customers account as an open receivable. (After a payment has been applied to a customer s account, the Journal Generator overnight batch process then transforms the accounting entries into journal entries and loads the journal tables within General Ledger.) 4

6 BILLING BUSINESS PROCESS, REMINDERS, HINTS General MER Queries Run month end queries (anytime throughout the month) to check for invoices that are not complete, or in error. See Month End Closing Instructions Document on the Finance and Management Web site navigate to: Polices & Procedure> VISION Procedures and scroll down to VISION Closing Instructions and select Month End Closing Instructions for Actuals Ledger Note: Remember to check that all invoices are processed within the current month. Recurring Bill Templates (Corrections) Never back date a bill template. If the recurring bills have been generated for the month you should not create a schedule start date for that month. Enter a pending item for the current month and generate the schedule date for the next month. Generate Invoice Processes Invoices - All invoices need to be in a RDY status before they are picked up in the Generate Invoice Processes. a NEW status will not pick up when generating invoices. Do not run processes out of sequence. The correct order of process is below: 1. Finalize and Print (Pre-process & Finalization) 2. Create Accounting Entries (Currency Conversion, PreLoad, GL Entries and Budget Check processes) 3. Finalize and Print (Process Extract Table Invoices BIIVCEN) 4. Print Invoices 5. Load Invoices to Accounts Receivable After each generate invoice process listed above check Review Bill summary to assure that the process did run to success. Instructions and navigation are listed after each process listed above. 5

7 Adjustment Invoices You can only adjust an invoice or line once. If you attempt to adjust an invoice a second time you will receive one of the following error messages: No matching values were found or, you cannot adjust a bill line that has already been adjusted. This means one of the lines you have selected for adjustment has already been adjusted. Review the Adjustment Line History page to determine the latest bill in the adjustment chain, and adjust that bill. 6

8 BILLING FLOWCHART 7

9 AVAILABLE STATUSES OF A BILL NEW Defaults when adding a manual bill. CAN Cancel when you do not want bill to process FNL Finalized Bill Not used by SOV(State of VT) at this time HLD Hold Bill do not want to pick up in generate Inv Process INV Status of bill changes from RDY to INV when Finalize and Print process is run (Pre-Load). PND Pending Approval RDY User changes status to RDY once the bill has been entered and ready to process. Interfaced bills automatically populate with a RDY status. TMP Temporary Bill Not used by SOV(State of VT) at this time TMR Temporary Ready Bill Not used by SOV(State of VT) at this time 8

10 CUSTOMER PAGES AND DESCRIPTIONS General Info page Customer Status Defaults as active. You cannot post pending items to inactive customer accounts. Account information, however, appears on the customer pages and remains part of historical information. Date Added & Since Enter the date when you established this customer in the system. You can also specify that the customer has been a customer since a certain date, which may or may not be the date added. The current date appears by default for both fields. In add mode, you can change the effective date for all matching effective-dated customer records by changing the Date Added field. Name 1 - Enter the customer's primary name. When a customer s name changes, you can enter the new name and still maintain a record of the previous name. When you overwrite the value in the Name 1 field, the original value appears adjacent to the General Information - Additional General Info page's Name 2 field as Frmr Name1 (former name 1). When you change the value in the Name 1 field a second time, Frmr Name 2 (former name 2) appears adjacent to the Name 3 field on the General Information - Additional General Info page. Level- Defaults as regular Accept default. Type- Defaults as User 1 Accept default. 9

11 Short Name - The system populates this field with the first ten characters of the Name 1 field. Bill To Customer Select bill to Customer. When you select this check box, the system designates the customer as a correspondence and a remit from customer, and makes those check boxes available. Only bill to customers can be correspondence or remit from customers. All other fields on this page are not required/or used at this time. = Mandatory field 10

12 Bill To Options page Below are the fields required for all other fields, accept default: Credit Analyst and Collector - Credit Analyst and Collector are required fields for bill to customers. *All other fields accept default. = Mandatory field 11

13 Address Location - The primary location indicated by a 1 is the address that you use most often when you contact the customer. For the Federal Draw process accept default. Bill To - Select bill to address. You must also select one address as the primary bill to address. Once you select the bill to box the primary box will display. Select the primary box. Effective Date Defaults with current date accept default. Status Defaults as Active accept default. Country Defaults as USA accept default Address 1 Enter appropriate address (required field) Address 2 Additional line Address 3 Additional line City Enter appropriate data County Not a required field can be left blank State Enter appropriate data or select valid value Postal Enter appropriate zip code. *Note: Address is a required field. = Mandatory field 12

14 Miscellaneous General Info Listed below are the fields that are used: Currency Code Field is mandatory. Enter USD Rate Type Enter or Select CRRNT for Current Support Team Code Select Valid Value Most departments will have only one selection for example: Dept of Finance & Management = FM Default Select the default box. = Mandatory field 13

15 SCREEN SHOTS AND DESCRIPTIONS FOR MANUAL BILLS PAGES THAT ARE USED BY SOV Header Info 1 Status Defaults as NEW, to process bill change status to RDY Invoice Date Not a mandatory field. Field is populated with the date established at the pre-process and finalization. If you fill in the invoice date this will be the date that will process as the accounting date. Type - The bill type represents the category of activity grouped on a particular bill. Source This field shows how this bill was added to VISION. Example: ( Manual entry, Interface etc..) Frequency Defaults as Once. Another option is Recurring. Recurring option enables you to reproduce bills or portions of bills and generate invoices by using templates. Customer Enter a valid customer for whom you are billing. Cycle ID - Associates a billing cycle (monthly, on-demand, quarterly) with a bill. Invoice Form - The invoice form code is an identifier for the formatting options that determines the sorting and summarization levels for invoice information. EXTRACT is the default that is currently used. From Date /To Date- Specifies or indicates a date range for calculations, reports, invoices and searches. The dates are inclusive. Pay Terms Payment terms govern the length of time that a customer has to pay an item. Pay Method Defaults as CHK. Remit To/Bank Account defaults from the bill Type that was selected. Varies with departments. Established with setup. 14

16 Accounting Date - Accounting date defaults from the date established at the Finalize and Print Pre-process from generate invoices. Account AR account code will default the account classifies the nature of the transaction. Sales This field defaults from the Bill Type that is selected. SOV uses this field in a couple of ways. Most common default is department abbreviation. Example: Building and General Services = BGS Bill Inquiry Phone Defaults from Bill Type selected. The bill inquiry phone is the number on invoices for customers to call if they have questions about their bills. Credit Defaults from Bill Type selected. This is a mandatory field and currently populates with the department abbreviation. Example: Building and General Services = BGS Collect Defaults from Bill Type selected. Mandatory field and currently populates with the department abbreviation. Example: Building and General Services = BGS with the exception of Corrections which uses this field to populate an office #. Biller Person associated with processing bills. Or contact person. Note: The above field s descriptions are just a brief explanation on what they are used for. Some of the fields vary from department to department. = Mandatory field 15

17 Line Info 1 Table Select from drop down list ID PS/Billing charge ID is the option currently used by SOV Identifier Enter valid value or select one from Description Defaults with description of identifier. Qty Enter the quantity requested UOM Defaults from identifier selected. Unit Price Defaults if price is associated with identifier, or enter correct unit price. Gross Extended Populates when page is refreshed or saved. = Mandatory field 16

18 Accounting Rev Distribution Code Populates if set up with identifier, or select valid value Account Enter valid value or populates if set up with identifier Fund - Enter valid value or populates if set up with identifier Dept - Enter valid value or populates if set up with identifier Program - Enter valid value or populates if set up with identifier Class - Enter valid value or populates if set up with identifier Project - Enter valid value or populates if set up with identifier Amount Populates from the Line Info I page. = Mandatory field 17

19 ENTER A NEW CUSTOMER Possible situations when this function is used: To create a Customer for both Billing and Accounts Receivable to allow the processing of receivables for that customer. There are several ways for setting up customers in VISION. Depending on your department some use prefixes with auto numbering. If your department uses a certain prefix, you need to enter the prefix in the customer Id field on the Add a New Value page and the system will assign the next auto number for that prefix. Departments entering customers for Federal draws are using only auto numbering so on the Add A New Value page an auto number will be assigned once a customer is entered and saved Ex: 1001 etc Departments using Intra-Payment processing, Pending items to track receivables (billing) for state agencies and or Towns, need to enter the established customer numbers maintained by The VISION Maintenance Section in Finance. Ex: ST003 Finance and Management. The Accounts Receivable Manual located on the Finance & Management Website contains the most recent list of customers as of August Navigation: Customers > Customer Information > General Information 18

20 The General Information Page opens to Find an Existing Value tab. Click on the Add a New Value tab Add a New Value is now available. Enter SetID Defaults with STATE Do not use STATE. Always use Business unit or generic setup for your department. Enter customer(s) under appropriate Business Unit or generic SetID. Enter Customer ID Enter appropriate New Customer ID. Click the ADD button 19

21 The Customer General Info page opens. Enter Name 1 (Customer Name) Tab out and Short Name will automatically display Check the box beside Bill To Customer (Correspondence Customer, Remit From Customer will automatically select) Corporate Customer automatically is selected. Click on the Bill To Options Tab 20

22 The Bill To Options page opens. Effective Date - Accept Current Date default Status Accept Active Default Enter Credit Analyst enter appropriate credit analyst or click on the magnifying glass for selection Enter Collector enter appropriate collector or click on the magnifying glass for selection Click on the Address Tab WARNING Complete address required. Address1, City, State and Zip Code The Address Page displays. Location Leave default of 1 Enter Description enter appropriate location description (not mandatory) Select Bill To select Bill To page updates with Primary Field Checkbox. Ship To Primarily used by department of BGS Sold To Primarily used by department of BGS Select Primary select primary box (Primary Box populates when Bill To is selected) Effective Date leave as default,current Date Status leave as default, Active Country leave as default USA or click on magnifying glass and choose a valid value Address 1 Enter appropriate Customer Street Address 21

23 Address 2 Enter appropriate data if applicable Address 3 Enter appropriate data if applicable Enter City, State, Postal Enter appropriate city, state, and zip for the Customer County Leave Blank Click on the Miscellaneous General Info Tab The Miscellaneous General Info page displays. Currency Code - USD Rate Type CRRNT Support Team Code enter appropriate support team code or select a valid value by clicking on the magnifying glass Default Select default Box Click Save CUSTOMER ADD IS COMPLETE 22

24 MAINTAIN/UPDATE CUSTOMER NAME AND/OR ADDRESS Possible situations when this function is used: An error was made, or a Customer has a name and/or address change, so the Customer information needs to be updated. Navigation: Customers > Customer Information > General Information The General Information page is displayed. Enter SetID leave as default or enter the appropriate business unit Enter Customer ID Enter appropriate Customer ID Select Correct History Click the Search button 23

25 WARNING Changing certain fields within the customer pages require you to use Correct History. If you tried changing one of those fields without selecting or clicking on the Correct History button you will receive the following error message: Cannot change current or history records unless in Correction mode. Enter Name 1 (New / Corrected Name 1) Swipe across original name and enter New Name. Original Name will drop to a Former Name 1 field 24

26 Click on the Save Button The Customer Name has been updated. To View Name 2, Name 3 and Former Name fields has changed. To view: Click on Go To drop down arrow Select Additional General Info 25

27 A list of options will display. To view the Former Name 1 field: Select Additional General Info Additional General Info page is displayed. Former Name 1 field displays the original Customer Name 1. Click Link General Info will take you back to the General Info Page. 26

28 General Info page is displayed. Click on Address tab. Address Page is displayed. Customer address has changed follow the navigation to make change. Add new effective dated row in the Address Details by clicking on the sign button. 27

29 A new row is created with a new effective date (current date). The original address populates in the new effective dated row. Make the appropriate change to the Address 1 line. Save the page the Address is updated. Page is refreshed with new customer address. Click on View All 28

30 Page is displayed with both effective dated rows. MAINTAINING CUSTOMER IS COMPLETE 29

31 ENTER A NEW CHARGE CODE Possible situations when this function is used: Charge codes also known as identifiers are used in billing. The Charge Code page is used to define a product code, description, unit of measure, unit price, and revenue distribution code for a specific type of service or commodity. When creating a bill to a customer, entry of the charge code will add this information to the bill line. The charge code is the product, type of service, or fee that is billed to a customer. The charge ID, Unit of Measure, List Price, and Description fields are printed on the invoice. When charge codes are printed on an invoice, the charge code ID and its corresponding description appear next to each other on the bill line. The long description field (254 characters) does not print on the invoice. Defining the revenue distribution code on the Charge Code page will default the revenue accounting distribution on the Accounting Rev Distribution page for the bill line when creating the invoice. Navigation: Set Up Financial\Supply Chain> Product Related> Billing> Setup> Charge Code Follow the above navigation to add a new charge code. 30

32 Charge Code page is displayed Click on Add a New Value tab Add a New Value page is displayed SetID - Defaults as STATE, Charge codes are set up under your Business Unit. There are exceptions for department of BGS and DOC. Billing Currency - Enter USD or you can request USD to default if it did not default. If you prefer to have USD default this request would be required Billing Charge ID - Enter charge code (charge code can be entered in alphanumeric up to 18 characters). Billing Charge Codes default to upper case, so even if you enter in lower case it will save as upper case. Click on Add Button 31

33 Charge Code page is displayed Effective Date - Defaults with current date Status - Defaults as Active Unit of Measure - Select valid value List Price - Enter a price and this will default automatically when you enter an invoice. Or leave blank. If left blank when you enter a bill you will need to manually enter a list price. Description - Enter a brief description ItemID - Used only by BGS Long Description - If description field was not long enough you could add additional information in the long description. Note: Long Description does not appear on invoice. Revenue Distribution Code - Select valid value Revenue distribution code if selected will automatically populate the accounting entries page when entering an invoice. Note: All other fields accept default. We do not use Tax Group or Vat Group fields. Charge Code 2 page is not currently used. Click Save Button 32

34 Charge code is now available for use in billing. CHARGE CODE ADD IS COMPLETE 33

35 MAINTAIN A CHARGE CODE Possible situations when this function is used: Once a charge code has been entered, in order to make any changes to the charge code you will need to add a new effective dated row. Navigation: Set Up Financial\Supply Chain> Product Related> Billing> Setup> Charge Code Charge Code page is displayed Find an Existing Value tab is available 34

36 SetID - Defaults as STATE, Charge codes are set up under your Business Unit. Billing Currency - Enter USD or you can request USD to default. If you prefer to have USD default, you can request this with our Security Administrator to include the default under operator Preference. Billing Charge ID - Enter charge code (charge code can be entered in alphanumeric up to 18 characters). Billing Charge Codes default to upper case, so even if you enter in lower case it will save as upper case. Click on Search Button Search Results are displayed. Note: Each time a new effective dated row is added it is listed as a separate line in your search results. Example above shows that charge code 9000 has four effective dated rows. Instead of looking at each row individually, select the include History box. 35

37 Include History box is selected. Click on first search selection line Charge Code page is displayed with your selection. Note: Since the include history box was selected you can view all four lines by clicking on the View All link. Click on button to add a new effective dated row. This row will carry forward all information from the last effective dated row. Make changes to necessary fields. Click Save Button Charge code is now available for use in billing. CHARGE CODE MAINTENANCE IS COMPLETE 36

38 ENTERING MANUAL BILLS Possible situations when this function is used: To enter Manual Bill(s) for goods or services, for state or non-state customers. Navigation: Billing> Maintain Bills> Standard Billing Bill Entry page displays. 37

39 Click on Add a New Value tab Business Unit Accept defaulted Business Unit or Enter valid value Invoice Defaults as NEXT accept default. System assigns sequential invoice # when invoice is saved. Bill Type Identifier Leave blank or Enter valid value (Bill types are set up specific to a Business Unit.) Bill Source Leave blank or Enter valid value (MANUAL) Customer Leave blank or Enter valid value Note: Filling in the fields above will save you time as they populate the Header Info 1 page automatically. Click Add Button 38

40 Header Info 1 page is displayed. Status Defaults as New accept default Invoice Date Leave blank Type Mandatory field, select valid value. Once selection is made the following fields will populate, Cycle ID, Invoice Form, Pay Terms, Pay Method, Remit To, Bank Acct, Account, Bill inquiry phone, Biller. Source Select valid value or Populates if entered on the Add a New Value page Frequency Accept default Once Customer Select valid value or Populates if entered on the Add a New Value page Cycle ID Populates from Type selection Invoice Form Populates from Type selection All other fields either populate from the Type selection or are not required. Click on line Info 1 Tab 39

41 Line Info 1 page is displayed Table Select or enter ID PS/Billing Charge ID Identifier Select valid value Field also known as charge code Description Populates from Identifier (charge code) QTY Enter quantity Unit Price Enter price or Populates from Identifier(Charge Code) Click Refresh Button to populate the gross extended amount see page below 40

42 If entering more than one identifier click on the button. Click on button to add a new row 41

43 New Row added Line Info 1 page is displayed with a second row Table Select or enter ID PS/Billing Charge ID Identifier Select valid value Field also known as charge code Description Populates from Identifier (charge code) QTY Enter quantity Unit Price Enter price or Populates from Identifier(Charge Code) Click Refresh Button to populate the gross extended amount see page below 42

44 Note: When charge codes are added in VISION you can associate the accounting entries to each charge code. Selecting the identifier on the bill line automatically populates the accounting page with required chartfields. To add a new charge code in VISION follow instructions in manual for Add a new Charge Code. If you have several bill lines, in order to view accounting entries for all bill lines you can click on the view all link before going to the accounting page, or click the View All link on the accounting page. Click on View All Link 43

45 All lines of the bill are displayed, Use scroll bar to the right to look at lines. Click on Accounting link to view accounting entries 44

46 Acctg Rev Distribution page displays. Note: The Accounting entries are populated from the identifier that was selected on the Line Info 1 page. Click on Header Info 1 tab 45

47 Header Info 1 page is displayed When entering a standard bill you can add notes to either the header page or notes to the line page. Click on Notes link to add a header notes. Header note page is displayed Enter text in the note text field. This information prints on the header portion of the invoice. You can also add line notes which will appear under the charge code line of the invoice. Click on the Line Info 1 tab 46

48 Line Info 1 page is displayed Click Notes link Line Note page will display Enter text in the Note text field. Click on Header Info 1 tab 47

49 Header Info 1 page is displayed Status Change status from NEW to RDY Click on the Save button Bill is saved an invoice # is assigned. Note: In order to generate an invoice(s), invoices need to be in a RDY status. MANUAL BILL ENTRY IS COMPLETE 48

50 ENTER RECURRING BILL TEMPLATE/BILL SCHEDULE (DEPARTMENT OF CORRECTIONS ONLY) Possible situations when this function is used: To enter Manual Bill Templates for invoices that are processed once a month for Supervision Fees. Navigation: Billing> Maintain Bills> Standard Billing The Bill Entry page displays. 49

51 Click on Add a New Value tab Business Unit Accept defaulted Business Unit or Enter valid value Invoice Defaults as NEXT accept default Bill Type Identifier Leave blank or Enter valid value Bill Source Leave blank or Enter valid value (MANUAL) Customer Leave blank or Enter valid value Note: Filling in the fields above will save you time as they populate the Header Info 1 page automatically. Click Add Button 50

52 Header Info 1 page is displayed. Status Defaults as New accept default Invoice Date Leave blank Type Mandatory field, select valid value. Once selection is made the following fields will populate, Cycle ID, Invoice Form, Pay Terms, Pay Method, Remit To, Bank Acct, Account, Bill inquiry phone, Biller. Source Select valid value or Populates if entered on the Add a New Value page Frequency Change default From Once to Recurring Customer Select valid value or Populates if entered on the Add a New Value page Cycle ID Populates from Type selection Invoice Form Populates from Type selection All other fields either populate from the Type selection or are not required. Click Save Button then Click link Recurring Bill Schedule - this is where you create the bill schedule. 51

53 Recurring Bill Schedule page is displayed Start Date Enter the Date you want to start generating bills Corrections generate bill process setup for the 1 st of each month. End Date Enter the last date you want a bill to process. Click recurring icon to generate schedule. Recurring Bill Schedule is created. Next time Create Recurring Bills process runs, in this example an invoice will be created for 02/01/

54 NOTE: Never back date a template. For example if you are entering a new template or regenerating an existing template say mid month or past the 1 st of the month (example the month of May). Do not use a start date of 05/01/YY. Bills have already been generated for that month so you would use a start date of 06/01/YY. If this customer needs to be charged Sup Fees for the current month after the recurring process has run you would enter a pending item for that months charge for the customer. Instructions for entering a pending item are found in the Accounts Receivable found on the VISION Web Page. Click Save Button Click Return to Bill Entry link Header Info 1 page is displayed Click on Line Info 1 tab 53

55 Line Info 1 page is displayed Table Enter or Select ID - PS/Billing Charge Id Identifier Enter or select valid value Click OK Button Description Description populates when you tab out of the Identifier field. Qty Enter quantity to bill Corrections Department enter a quantity of 1 Unit Price Enter a unit price or If the charge codes (identifier) has been set up with a list price this price will populate. Even though a price populates you can still override. Corrections department Sup Fees automatically populates with a unit Price. Click on the Line Info 2 link this step is new as of 07/01/

56 Line Info 2 page is displayed Select box for Use Effective Dated Price on Recurring Bills Click Save Button Click on Accounting link to view accounting entries Acctg Rev Distribution page displays. Note: The Accounting entries are populated from the identifier that was selected on the Line Info 1 page. 55

57 Click on Header Info 1 tab Header Info 1 page is displayed Status Change status from NEW to RDY Click on the Save button Bill is saved, an invoice # is assigned. Note: In order to generate an invoice(s), they need to be in a RDY status. ENTERING A RECURRING BILL TEMPLATE IS COMPLETE 56

58 RECURRING BILL PROCESS (Department of Corrections only) Possible situations when this function is used: Generate recurring bills from either Monthly or Quarterly templates. Navigation: Billing> Maintain Bills> Create Recurring Bills Follow the above navigation to run the Recurring Bill Process. Generate Recurring Bills page is displayed Create a new run control by clicking on Add a New Value tab or Use an existing run Control. Example run control: Generate_Recurring_Bills 57

59 Generate Recurring Bills page is displayed Business Unit Enter valid value or Select value from Range Selection Defaults as All either accept default or Choose Bill Cycle, Invoice ID, or Cust ID Preferred method for corrections is the default of ALL Click Run Button Process Scheduler Request page is displayed Server Name: Select or enter PSUNX Click OK button 58

60 Click the Process monitor link to assure that the process runs to success and posted. 59

61 To ensure bills were created use the following navigation: Navigation: Billing> Review Billing Information> Summary Bill Summary page is displayed Business Unit Enter Valid value or Select from list Bill Status Select Ready to Invoice Template Invoice Flag Select Recurring Bill Click Search button 60

62 Search results for all bill templates at a RDY status will display. Example: Clicking on one of the templates above SUP Bill Summary Info page is displayed Click on link Header Info 1 61

63 Header Info 1 page is displayed Click on link Recurring Bill Schedule Recurring Schedule inquiry page is displayed. In this example invoice # SUP was generated for February. Corrections run recurring bills once a month so next month an invoice will be created for March. Note: Once invoices have been generated, checked for Back dated errors, no Quantity, and Collector and Sales person you are now ready to start the generate invoice processes. RECURRING BILL PROCESS IS COMPLETE 62

64 GENERATE INVOICE PROCESSES First Step - Finalize and Print Invoices Possible situations when this function is used: The system selects only bills with a RDY status and changes the Bill Status to INV. Once a bill has been successfully finalized, the Finalization function changes the bill s status to INV (invoiced). You cannot make any further changes to the bill. Navigation: Billing> Generate Invoices> Non-Consolidated> Finalize and Print Invoices Finalize and Print page appears. Find an Existing Value 63

65 Click on the Add a New Value Tab Enter Run Control ID Ex: Finalize_and_Print Click Add Button Finalize and Print page displays Invoice Date Options Defaults as Processing Date if you accept the default, invoices will process with the current date as the accounting date. User Defined If you select user define you choose which accounting date the invoices will process with. Range Selection All If all is selected, all invoices at a RDY status will process suggested selection. Invoice Id Invoice Id defaults as selected. By selecting this option you choose the invoice # range you want to process. Bill Cycle Another option that can be used to process invoices. Not suggested selection. Cust Id Not generally used by SOV(State of VT). 64

66 Date Bill Added Not generally used by SOV(State of VT). Bill Type Not generally used by SOV(State of VT). Range Id - Not generally used by SOV(State of VT). Bill Source - Not generally used by SOV(State of VT). Business Unit Enter valid value Once you fill in the BU and tab out of the field click on icon (button is right of the Run button), a list of all invoices at a RDY status will display. Invoices at a RDY status displays Click the return button will bring you back to the Finalize and Print Page 65

67 Finalize and Print page displays. Click Run button to start process. Process Scheduler Request page is displayed Server Name Select PSUNX from list of valid values. Select Box Pre-process & finalization (BIIVC000) Click OK Button This brings you back to Finalize and Print page. Click Process Monitor link 66

68 Process List page is displayed Click refresh button till run status is Success and Distribution status is Posted. Note: The Finalize and Print process (BIIVC000) changes all invoices at a RDY status to INV. Once a bill has been successfully finalized, the Finalization function changes the bill s status to INV (invoiced). You cannot make any further changes to the bill. The following navigation brings you to the summary page of one of the invoices that processed, to confirm that this change has occurred. 67

69 Navigation: Billing> Review Billing Information> Summary Bill Summary page is displayed to Find an Existing Value Business Unit - Enter valid BU Invoice - Enter invoice number Click Search button Bill Summary Info Page is displayed Bill Status has been changed from RDY to INV 68

70 WARNING If the Pre-finalize and print process ran to success and the bill status did not change to INV STOP. Do not run next process. Contact the VISION Finance Support Team for option 2 PRE-FINALIZE AND PRINT PROCESS IS COMPLETE 69

71 CREATE ACCOUNTING ENTRIES Second Step Create Accounting Entries Possible situations when this function is used: Once bills have been processed through Finalize & Print process and have a Bill Status of INV (Invoice) the next step is to process accounting entries. This step, processes run for Currency Conversion, Preload, GL Entries and Budget Check. Once processes are done, an overnight Journal Generator process runs posting Billing accounting entries to the General Ledger. Currency Conversion - Currency conversion calculates base currency and euro currency amount values. SOV only processes USD however this step is a required process. Pre-Load Process Prepares accounting entries for the next step which is Load GL process. Preload creates accounting entries pre-defined by chartfield inheritance Load GL Process - The Load GL Accounting Entries process populates the Billing Accounting Entry table with accounting entries that the Journal Generator eventually picks up. The process selects for processing all bills in the specified range selection that have a status of INV and that have completed the Billing Currency Conversion process and the Pre-Load process. 70

72 Budget Check The Load GL process populates the budget date with the accounting date that is determined when you run Finalize and Print process pre-process. The Finalization process determines invoice dates and accounting dates. It populates the invoice date with the current date if it is not provided in bill entry, and it populates the accounting date with the invoice date if the accounting date is not provided at Finalize and Print Pre-Process run control. Navigation: Billing>Generate Invoices> Non-Consolidated> Create Accounting Entries Click on Add a New Value tab to create a new run Control 71

73 Enter new run control. Example: Accounting_Entries_Billing Click Add button Load GL Accounting Entries page is displayed Unit: Enter a valid value Range Selection Below are the most common selections. All invoiced Bills defaults accept default if you are processing all invoices Invoice ID Select this option if you want to run a certain range of invoices. By selecting Invoice ID two fields will appear on screen so you can enter the invoice range see page example below: 72

74 Print Load GL Report - Defaults - Accept default. This will produce an accounting entry report and will be available to print. Once criteria is entered click the Run button. Process Scheduler Request Page is displayed Server Name - PSUNX Select Box - Process Name (BIJOB06K) this process runs Currency conversion, Preload, Load GL and Budget check all in one step. Click OK 73

75 Load GL Accounting Entries page will display Click on Report Manager Link. List page will display Click on Administration Tab 74

76 Administration Tab is displayed Click Refresh button until the Load GL Interface process runs to a Status of Posted. Click on Load GL Interface link Report is now available to print. Click on Printer icon to print report. 75

77 Below is the navigation to confirm that this process completed successfully and all proper fields have been checked off. Navigation: Billing> Generate Invoices> Review Billing Information> Summary Bill Summary Page is displayed Business Unit - Enter or select valid value Invoice - Enter valid value All other fields can be left blank Click Search Button 76

78 Bill Summary Info page is displayed Bill Status Should be INV Click Bill Summary Info 2 tab Bill Summary Info 2 page is displayed If all processes ran to success Pre-load Status = Done. Budget Check Status = Valid, GL Entries Created check box is selected. 77

79 CURR CNV, PRE-LOAD, GL ENTRIES AND BUDGET CHECK IS COMPLETE WARNING If the Create Accounting Entries ran to success and Currency Conversion, Pre-Load, GL Entries and Budget Check were not selected STOP. Do not run next process. Contact the VISION Finance Support Team for option 2. 78

80 FINALIZE AND PRINT (TO CREATE EXTRACT FILE) Third step Finalize and Print Extract file Possible situations when this function is used: Process creates an extract file, step one to printing invoices. You can use the same run control you created when running the Pre-process shown in step 1. Navigation: Billing> Generate Invoices> Non-Consolidated> Finalize and Print Invoices Finalize and Print page is displayed Click on Search button to Find an Existing Value (or add new value click a New Value) 79

81 Search results displays. Choose the run control created when you created the run control for finalize and print pre-process by clicking on the link. Example: Finalize and Print Finalize and Print page is displayed NOTE: In this example since we used the run control we created for the Preprocess finalize and print 1 st step of Generating invoices the Business Unit is already filled in. If you created a new run control you will need to enter a Business Unit. Click on Print Option tab 80

82 Print options page is displayed. Country, Postal - Defaults as selected This option will sort and print invoices by Country Cust, Bus Unit - If selected invoices will sort and print by Customer Business, Invoice If selected will sort and print invoices by invoice number. Note: Most departments using the Billing module prefer to use Cust, Bus Unit because when they attach invoices to statements, statements are printed by customer. Click Finalize and Print tab Finalize and Print page is displayed Click Save Button then Click Run button to run process 81

83 Process Scheduler Request page is displayed Server Name Select PSUNX from list of valid values. Select Box Process Extract Table Invoices (BIIVCEN) Click OK Button Finalize and Print page is displayed Click on the Process Monitor link 82

84 Process List page is displayed Click Refresh Button until the Run Status is Success and the Distribution Status is posted. Process instance # is assigned and this # is used to print invoices. Below is the navigation to confirm that this process completed successfully. Navigation: Billing> Review Billing Information> Summary 83

85 Bill Summary Page is displayed Enter in Business Unit and invoice number of invoice you just processed. Click Search Button Bill Summary Info page is displayed Click on Bill Summary Info2 tab 84

86 Bill Summary Info 2 page is displayed Invoice Printed box should be checked. Once you process the extract file the invoice printed box is selected. Next step is to print invoices. WARNING If Invoice printed box is not selected STOP. Do not run next process. Contact the VISION Finance Support Team for option 2. FINALIZE AND PRINT INVOICES EXTRACT IS COMPLETE 85

87 PRINTING INVOICES Fourth Step After Extract File is created Possible situations when this function is used: Now it s time to print invoices. Invoices are only available to print after an extract file has been created. Navigation: Billing> Generate Invoices> Reports> Print Crystal Invoices Follow the above navigation to Print Crystal Invoices. Print Crystal Invoices page is displayed Run Control ID - Use same run control created for finalize and print create extract file. Click Search Button 86

88 Print Crystal Invoices page is displayed By using the same run control the process instance # created by the extract process will automatically populate. If your Process instance # did not populate choose the correct Process Instance number by clicking on the magnifying glass besides the process instance # field. If you do not know what that # is you can find it by going to the Process Monitor and it is the # assigned when you ran the extract file. See example below: Click on the Run Button 87

89 Process Scheduler Request page is displayed Server Name - PSNTCR Process List - Select check box besides CRYSTAL- Invoice (BIPRNT00) Click OK Button Print Crystal Invoices page is displayed Click on Report Manager Link 88

90 List page is displayed Click on Administration tab Administration page is displayed Click Refresh button till Status is Posted Click link under Description field. By doing so a window will pop up on screen will invoices. 89

91 Click Printer Icon to print invoices PRINT CRYSTAL INVOICES IS COMPLETE 90

92 LOAD INVOICES TO ACCOUNTS RECEIVABLE Fifth Step Creates an External Pending Group to load in AR Possible situations when this function is used: The Load AR process groups invoices and creates an external pending group. All invoices are created under one pending group. Invoice # s within this group are populated in the Item ID field. Navigation: Billing> Generate Invoices> Non-Consolidated> Load invoices to AR Click Add a New Value Tab Run Control ID - Enter a new run control. Example: Load_AR 91

93 Load AR Pending Items page is displayed Unit - Enter Valid Value Posting Action - Defaults as Do Not Post. Select Batch Standard. If you leave the default selection and run the process it will do nothing. Print Load AR Report - Defaults as selected. Accept default this will generate a report with the pending group # s and all invoices associated with that group. Range Selection - Defaults as All invoices Bills Accept default or choose appropriate option. Click Save to save your selection Click Run Button to process Process Scheduler Request page is displayed Server Name - PSUNX Process List - Select box for Load AR Pending Items (BILDAR01) 92

94 Click OK Button Load AR Pending Items page is displayed Click on Report Manager Link List Page is displayed Click on Administration Tab 93

95 Administration tab is displayed Click Refresh Button till Status is Posted Click on Load AR Pending Items link, this will bring up a window showing the Load AR Report External Pending Group has been created and will post to customers accounts when the ARUPDATE process runs overnight. Above report show the external pending group # and all invoices tied to that group. LOAD INVOICES TO AR IS COMPLETE 94

96 ADJUST ENTIRE BILL Possible situations when this function is used: You can use the Adjust Bills function to credit an entire bill and reverse the original invoice, or credit an entire bill and rebill with the correct information. The following example will walk you through crediting an entire invoice as well as credit and rebill. Credit Entire Bill Navigation: Billing> Maintain Bills> Adjust Entire Bill Follow the above navigation to adjust the entire bill. Adjust Entire Bill page is displayed Business Unit - Enter valid value Invoice - Enter invoice # to adjust entire bill Customer - Enter customer or leave blank Contract - Not used by SOV 95

97 Click Search button Adjust Entire Bill page is displayed. Select Bill Adjustment Action No Bill Action - Defaults as selected Credit Entire Bill - Select Credit Entire Bill to Credit the original invoice. Click Save button Adjustment Results Credit Bill - populates with a new invoice # Click the Header Info 1 link 96

98 Header info 1 page is displayed Credit invoice is displayed. Status - Defaults as RDY and will pick up in next generate invoice processes. Note: You can only adjust a bill or a bill line once. CREDIT ENTIRE BILL IS COMPLETE 97

99 Credit an Entire Bill and Rebill Navigation: Billing> Maintain Bills> Adjust Entire Bill Follow the above navigation to adjust the entire bill. Adjust Entire Bill page is displayed Business Unit - Enter valid value Invoice - Enter invoice # to adjust entire bill Customer - Enter customer or leave blank Contract - Not used by SOV Click Search button 98

100 Adjust Entire Bill page is displayed. Select Bill Adjustment Action No Bill Action - Defaults as selected Credit & Rebill - Select Credit & Rebill Click Save button Adjust Entire bill page is displayed with a credit invoice and Rebill invoice. Click Header Info 1 link besides the Credit bill - A new window will open displaying the credit invoice. 99

101 Header Info 1 page is displayed for the credit invoice. Status - Defaults as RDY and will pick up in next generate invoice processes. Close window and click on Adjust Entire Bill window to go back to the Adjustment page. Adjust Entire Bill page is displayed. Click on Header Info 1 link besides Rebill Bill field. 100

102 Header Info 1 page is displayed for Rebill. Status - defaults as NEW change status to RDY. Note: With the Rebill invoice you can make any changes needed. For example if the original bill was entered with the wrong customer you can change the Rebill to reflect the correct customer. Basically you can change anything that needs changing on the Rebill invoice. Once status is changed to RDY and all necessary changes have been made to bill, bill is ready to be picked up in the next Generate Invoices processes. CREDIT AND REBILL AN INVOICE IS COMPLETE 101

103 ADJUST SELECTED BILL LINES Possible situations when this function is used: You can use the adjust bills process to adjust selected bill lines on an existing bill. You can Adjust Selected lines which enables you to adjust any combination of lines on this bill. When you select this option, the Add to Existing Bill check box appears. Add to existing bill, Select and click OK to add the lines to an existing bill. If you do not select this check box, the system generates a new bill for these adjustment lines. Line Opt (line options), Select a value: Create Net Adjustment Only: Creates one adjustment line. Create Reversal and Rebill: Creates two new lines one that credits the original line chosen, and one that reflects the adjustment. Credit Line: Creates one line with a reversal of the amounts from the original line chosen. You can adjust a bill header or bill line only once. Create net Adjustment Only Creates one adjustment line. Navigation: Billing> Maintain Bills> Adjust Selected Bill Lines 102

104 Adjust Selected Bill Lines page will display Business Unit - Enter valid value Invoice - Enter valid value Customer - Not required or enter valid value Contract - Not used by SOV Click Search Button Adjust Selected Bill Lines page is displayed No Bill Action - Field used as a default from preventing you from adjusting the bill unintentionally. Adjust Selected Lines - Select to adjust selected lines 103

105 Add to Existing bill page is displayed Do not select, Click OK button Adjust Selected Bill Lines page is displayed Line Opt - defaults as Create Net Adjustment Only. For this adjustment accept default. Select line to Adjust Click Save Button 104

106 Adjust Selected Bill Lines is displayed with a new Adjustment Bill # Click on Header Info 1 link besides the adjustment field. A new window will open Header Info 1 page is displayed Status - Defaults as NEW change to RDY Click Save Button 105

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